Worklist Notifications Processes for HCM Transactions

This guide will cover:

• How to take Approval Process actions on a transaction, including Approve, Reject, Request Information, Reassign, and Add an Assignee/Ad-Hoc Approver.

	Note: As an approver, you will receive an email notifying you when you have an item ready for approval. However, you will need to log into WyoCloud to review the full details and the complete approval process.
	Note: Depending on the transaction type, you may not be able to utilize all of the actions described in this guide.

 

Step One

Upon signing into WyoCloud from WyoWeb, navigate to the BPM (Business Process Monitor) Worklist. There are multiple ways to access the Worklist.

Bell icon worklist access:

• Click on the Bell icon at the top of the page.

• This will display the most recent items added to your worklist.  It is recommended to click Show All to view all items needing your attention.

Things to Finish worklist access:

• Towards the bottom of the main WyoCloud homepage you will see a section called Things to Finish.  This area allows for quick access into individual items needing your attention. 
• Individual items needing your attention will appear as cards in this area.  You can click on the hyperlinked item Title to expand full details of the transaction.
• Alternatively, you can click on the number below Assigned to Me to view items in a list.

 

Notifications worklist access

• Upon clicking Show More from the bell icon or the Assigned To Me number from Things to Finish, you will see the full Notifications list. Here you can see all items needing your attention.  To review and take action on one, click on the item Title.

 

• An Approval pop-up window for the transaction will display.

Step Two

Review the transaction.

• Before taking action on a transaction, you should review all pertinent information regarding the transaction including, but not limited to:
  • HCM (HR/Payroll) Transactions:
    • Hours Worked (time card approvals)
    • Manager Change
    • Compensation or Salary Change
• The location of the above information may vary depending on the type of transaction (i.e. Time Card, Salary Change, etc.) Below is an example.

Time Card

 

Steps to Approve a Transaction

There are two potential views for approving the transaction depending on the transaction type.

Classic View:

• To approve the transaction, click the Approve button in the top right corner of the Approval window.

• The Approval pop-up window will close and the transaction will route to the next step in the workflow.

 

Responsive View

• To approve the transaction, click the Approve button in the top right corner of the Approval window.

• A pop-up window will appear and you have the option to include a comment or add an attachment to be routed to the next individual in the approval chain. Click Submit and the transaction will route to the next step in the workflow.

 

Steps to Reject a Transaction

There are two potential views for rejecting the transaction depending on the transaction type.

Classic View

• Comments on the reason for rejecting the transaction are required before rejecting. Click the plus symbol (+) in the Comments section of the Approval window.

• In the Add Comment pop-up window:
  • Provide the reason(s) for rejecting the transaction in the Comment field.
  • Click OK.

• The Add Comment window will close and you will be returned to the Approval window.
• Click Reject.

• The Approval window will close and the creator of the transaction will be notified of the action.

 

Responsive View

• From the Approval window click Reject.

• Comments on the reason for rejecting the transaction are required before rejecting.  On the pop-up window that will display, you can enter your comments and click Submit.

• The Approval window will close and the creator of the transaction will be notified of the action.

Steps to Request Information from the Transaction Creator

There are two potential views for requesting information from the transaction creator depending on the transaction type.

Classic View

• To request more information for the transaction before you take action, click on the Actions drop-down in the top right corner of the Approval window.

• In the Actions menu, click Request Information.

• The Request More Information pop-up window will display.

• To request information from the creator, leave the Participant radio button selected for the From option.
• Indicate the information requested in the Comments field.
• Leave the Return Options set to Route directly back to me.  With this setting the transaction will reappear in your Notifications when the user has submitted the information.
• Click OK.

• The Request Information and Approval windows will close and the creator of the transaction will be notified of the action.

 

Responsive View

• To request more information for the transaction before you take action, click on the Actions drop-down in the top right corner of the Approval window.

• In the Actions menu, click Request Information

• To request information from the creator, leave the name that appears beside the Name field. This will auto populate the creator’s name. You can only request information from the creator of the transaction.
• Indicate the information requested in the Comments field.
• Leave the Return Options set to Back to me.  With this setting the transaction will reappear in your Notifications when the user has submitted the information.
• Click Submit.
• The Request Information and Approval windows will close and the creator of the transaction will be notified of the action.

Steps to Reassign a Transaction

• To reassign the task to another appropriate user, open the Actions drop-down menu in the top right corner of the Approval window.
• In the Actions menu, click Reassign.

• The Reassign Task window will display.

• Leave the Reassign default radio button selected.
• Search for the user to reassign the task to.
  1. The field next to Users is used to search by username.
  2. To search by name or email, enter the information in the Advanced search fields
• Click Search.
•  In the search results, click the box next to the user that you wish to reassign the task to.
• Click OK.

• The Reassign Task and Approval windows will close and the new assignee of the transaction will be notified of the required action.  You are removed from the approval process for this transaction.

Steps to Add an Assignee/Ad-Hoc Approver to a Transaction

• To add an additional approver to a transaction approval chain, click on the Actions drop-down in the top right corner of the Approval window, and select Add Assignee.

• Select the row where you want to add an approver to the approval chain.

• Click the plus symbol (+)  in the upper left corner to add an approver.

• Click the Magnifying Glass icon next to the User box to search for the user you want to add.

• Enter the search criteria and click Search.
  • Select the user you want to add.
  • Click OK.

• Indicate if the user should be added above or below the selected approval row, and indicate if the user should receive FYI Only notifications.
  • Click OK.

If FYI Only is selected, the added user will receive an FYI notification under their Bell icon and will not be required to take approval action on the transaction. If FYI Only is not selected, the added user must take approval action on the transaction before it will progress in the approval chain.

• You can see the user has been added to the approval chain.

• Click Apply to save the change.

Once you click Apply, you cannot add additional approvers. If you need to add other approvers to the approval chain, repeat the above steps before you click Apply.

• Click OK to exit.

You have now completed the Approvals Process Actions for HCM Transactions.